W2 Report and Submission
The W2 Report module creates a report used for reporting W2 wage information at calendar year end.
Please follow your CYE checklist to securely email your W2, Ohio, City, CCA, RITA and State submission files to your ITC.
Include only last 4 digits of SSN on W2 forms and XML
Districts will have the option to include only the last 4 digits of the employee's SSN on their W2 forms and XML, by checking
Click here for further instructions and setup.
Option for Districts to submit own W2 Submission Files
- Please click here for further instructions and setup.
Districts have the option to create and submit their W2 Submission file to:
- SSA
- Ohio
- CCA
- RITA
- W2CITY
- Indiana
- Kentucky
- Michigan
- Pennsylvania
- West Virginia
To set up your district for W2 submission on their own, go to System/W2 Configuration and enter in the highlighted data that is needed for submission. If Submitter Name and Address is different than the Contact Information, leave the box unchecked and enter the Submitter's Information. Otherwise, the Company Information will automatically fill in:
On Page 4 of the 'Specifications for Filing Forms W-2 Electronically' (EFW2) - Your existing BSO User ID and password is no longer used to access BSO employer services. You must use a Social Security online account, Login.gov, or ID.me credential to gain access to the BSO application. For more information, click here. All submitters must obtain a BSO User Identification (ID) through our registration process (see Section 5) and must enter that BSO User ID in the RA (Submitter) Record:
Specifications for Filing Forms W-2 Electronically (EFW2) for Tax Year 2024
- The Submitter EIN is the Federal ID used when registering with Social Security Administration-Business Services Online (SSA-BSO)
- The Submitter User Id is the unique Id assigned when registering with the Social Security Administration-Business Services Online (SSA-BSO)
Example 1--If there is Location Address ex- PO Box that would go in the Company and Submitter Location Address boxes and the physical address would go in the Company and Submitter Delivery Address boxes. ex. 1795 Rains Park
Example 2--If there is NOT a Location Address (e.g., the multi-tenant designation and number within a multi-tenant building. ) Then in System/Configuration/W2 Configuration the Company and Submitter Location Address and Company and Submitter Delivery Address would need to match ex- 1795 Rains Park
Option to NOT allow districts to submit Own W2 Files
Option to allow districts to submit Own W2 Files
IF YOU NEED TO BEGIN JANUARY PAYROLL PROCESSING BEFORE COMPLETING W2 PROCESSING, Leave December reporting period Open and create your January reporting period through Core/Posting Period and make that Current.
W2 Report Options
Output Type -
- Report - will be sorted in Medicare/Non-Medicare order, then sorted by sort order selected in the input screen.
- Submission (Creates submission file as a .txt) - will be sorted in Medicare/Non-Medicare order, then sorted by sort order selected in the input screen.
- Forms - NOT in Medicare/Non-Medicare order (just the sort order selected in the input screen).
- XML - NOT in Medicare/Non-Medicare order (just the sort order selected in the input screen).
Creating a W2 Report
- The Save and Recall option allows the users to create and save certain reports for different report runs for each report option. The Default option is the original SSDT report and the Most Recent is the last report that was ran by the user. If the report is no longer needed, click on to delete the report. The Default reports cannot be deleted.
Format - Output format desired. Default is PDF.
- PDF (download)
- Comma Separated Values (CSV)
- Plain Text
Report Title - Default is W2 Report but can be modified.
Federal ID Number - Defaulted to district's Federal ID Number.
State ID Number - Defaulted to district's State ID Number.
Kind of Employer - Available choices from the drop-down box:
- F, Federal Government
- S, State and Local Governmental Employer (non 501c)
- T, Tax Exempt Employer
- Y, State and Local Tax-Exempt Employer (501c)
- N, None apply.
Sort Options - Available choices from the drop-down box:
- Employee SSN
- Employee Name
- Building/Department and Employee Name
- Building/Department, Pay Group and Employee Name
- Pay Group
- Zip Code and Employee SSN
- Zip Code and Employee Name
- Check Distribution and Employee Name
Report for Year - Select reporting year from available choices from the drop-down box -
The reporting year will default to the prior year between Jan 1 - Jan 31. Then starting Feb 1, the reporting year will automatically default to the current year.
Check to include Fringe Benefits if there is any.
Check to only include Employees with Errors only? The Error report will only show errors. Warnings and Info will not show up on this ERROR REPORT ONLY selection.
Additional payroll item(s) can be provided to your employees using the box labeled 'Other' on the W2 forms. Entering the payroll item(s) will cause the year-to-date amount to print on the forms. From the drop down box option, select the Payroll Item(s) or type in the payroll item code, click on the code and then click on :
–Additional deduction codes:
- Six can be entered.
–Leased vehicle value is always included
–COVID – SE
–COVID – OT
–COVID – EM
–Fringe Benefits
–Any Payroll Items selected (SERS/Union Dues)
- Prints the first 3 for each employee in the order entered.
Select Payroll Items to print in box 14 (maximum of 3 selected will print in box 14, leave empty to not include specific payroll items in box 14)
Select Individual Employees? (Leave empty to select all Employees)
Select Pay Groups to be included? (Leave empty to select all Pay Groups)
'Selected By City Tax Entity Code' if wanting to include only employee's paying into this City . This option is also available when creating the 'Forms'. If wanting to include all employee's, leave blank.
Once all selections have been entered, click on
W2 Report sample
Example of a W2 report with errors only
Creating a Submission File for District to Submit
Field Definitions:
The Save and Recall option allows the users to create and save certain reports for different report runs for each report option. The Default option is the original SSDT report and the Most Recent is the last report that was ran by the user. If the report is no longer needed, click on to delete the report. The Default reports cannot be deleted.
Federal ID Number - The Federal ID Number is automatically populated using the Federal EIN from CORE/Organization
Additional Federal ID Number -
State ID Number - The State ID Number is automatically populated using the State Ein from CORE/Organization
Kind of Employer -**Required field** Available choices from the drop-down box:
- F, Federal Government
- S, State and Local Governmental Employer (non 501c)
- T, Tax Exempt Employer
- Y, State and Local Tax-Exempt Employer (501c)
- N, None apply
Sort Options - **Required field**Available choices from the drop-down box:
- Employee SSN
- Employee Name
- Building/Department and Employee Name
- Building/Department, Pay Group and Employee Name
- Pay Group
- Zip Code and Employee SSN
- Zip Code and Employee Name
- Check Distribution and Employee Name
Report for Year -**Required field** Select reporting year from available choices from the drop-down box -
Employer Name - This field can be left blank as this data will pull from the Company Name field on the System/Configuration/W2 Configuration record
Employer Address first line - This field can be left blank as this data will pull from the Company Location Address field on the System/Configuration/W2 Configuration record
Employer Address second line - This field can be left blank as this data will pull from the Company Delivery Address field on the System/Configuration/W2 Configuration record
Employer City - This field can be left blank as this data will pull from the Company City field on the System/Configuration/W2 Configuration record
Employer State - This field can be left blank as this data will pull from the Company State field on the System/Configuration/W2 Configuration record
Employer Zip Code - This field can be left blank as this data will pull from the Company Zip Code field on the System/Configuration/W2 Configuration record
***Fields below are REQUIRED***
Contact Name - **Required field**The contact's name information will be used on the W2 Submission file and should be the contact person at the district (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. The contact's name can only contain A-Z, a-z, 0-9, space, period, hyphen and apostrophe.
Contact Phone Number -**Required field** Enter the employer’s contact telephone number with numeric values only (including area code). This would be the contact telephone number of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 1112223333
Contact Phone Extension - Enter the employer’s contact telephone extension with numeric values only. This would be the contact telephone extension of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 4444
Contact Fax Number - If applicable, enter the employer’s contact fax number with numeric values only (including area code). This would be the contact fax number of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 5556667777
Contact Email Address -**Required field** Enter the employer’s contact E-Mail/Internet address. This would be the contact e-mail address of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. This field may be upper and lower case.
If you are providing an Employer Contact E-Mail address, then the rules for entering a valid E-Mail address are as follows:
- Must contain only one @ symbol
- Must not contain consecutive periods to the left or right of the @ symbol
- Must not contain empty spaces to the left or right of the @ symbol
- Must not contain a period in the first or last position
- Must not contain a period immediately to the left or right of the @ symbol
- Must not contain an @ symbol in the first or last position
- Must contain a top-level domain approved by Internet Assigned Numbers Authority (IANA)
- Must not contain characters other than alphanumeric, hyphens or periods to the right of the @ symbol
- Must not contain hyphens immediately to the right of the @ symbol, or before or after a period
- Must contain either alphanumeric characters, or the following keyboard characters, to the left of the @ symbol: (~!#$%^&*_+{}|?’-= / `)
Is this file being resubmitted?
- No - (Default setting)
- Yes - Only select Yes, if this is a re-submission of the file
Type of Software
- In-House Program (Default setting)
- Off-the-Shelf Software
Preparer Code
- L - Self-Prepared (Default setting)
- A - Accounting Firm
- S - Service Bureau
- P - Parent Company
- O - Other
After selecting your choices, you are ready to: (Creates submission files as a .txt)
Example of SSA W2 Submission File for districts to submit - W2MAST.txt
Example of W2 SSA Submission File Summary
Example of CCA W2 Submission File for districts to submit - W2MSTCCA.txt
The file will contain records for employees with CCA cities AND any other cities withheld for an employee who has a CCA city withheld.
For More information on CCA setup, please click here.
Example of CCA W2 Submission File Summary
Example of CCA W2 Submission File City Summary Report
The file will contain records for employees with CCA cities AND any other cities withheld for an employee who has a CCA city withheld.
If the city on the W2 CCA Submission File City Summary report is a CCA city (the city pay item configuration has 'Report to CCA' checked), then the Employees Processed, City Wages (taxable gross) and City Tax Withheld for the city, should match what is shown on the W2 Report, Report Summary of the city tax item.
If a non CCA city is on the W2 CCA Submission File City Summary report because an employee has a different city withheld that is CCA, then those totals may not match the W2 report because the W2 report Summary may contain additional employees for the city who do not also have a different city withheld that is CCA.
For these cities, you will have to total the tax withheld and taxable gross for just the employees in the submission file. In the RS records of the submission file, taxable gross (city wages) will be in positions 309-319 and tax withheld will be in positions 320-330, with an implied decimal before the last 2 digits.
Example of RITA W2 Submission File for districts to submit - W2MSTRITA.txt
For more information on RITA setup, please click here.
For employees that worked or lived in at least one RITA municipality, employers are required to report for each employee every municipality for which tax was withheld or should have been withheld.
Example of W2 RITA Submission File Summary
Example of RITA W2 Submission File City Summary Report
For employees that worked or lived in at least one RITA municipality, employers are required to report for each employee every municipality for which tax was withheld or should have been withheld.
The report will show a breakdown of the cities that are included in the RITA file. It will show each city with a count of Employees Processed, City Wages (taxable gross) and City Tax Withheld. If the city on the W2 RITA Submission File City Summary report is a RITA city (the city pay item configuration has a value in the 'RITA' field if it is a RITA city), then the Employees Processed and City Tax Withheld for the city should match what is shown on the W2 report in the report summary of the city tax item.
Employee's will only show 'City Wages' if the Payroll Item' Deduction Type' is marked as 'Employment'. The employees that are marked as residence on their city Payroll Items, will have the taxable gross reported as 0.00 in the submission file and the summary report but will still count in the employee's processed. The W2 RITA Submission City Summary report only counts employee who have values in Tax Withheld, Applicable Gross, and Total Gross that are greater than zero.
The City Wages (taxable gross) likely will not match the w2 report summary because RITA only includes the taxable gross in the submission file if the city 'Deduction Type' is not RESIDENCE (this value is on each individual employee's city tax item). If the 'Deduction Type' is RESIDENCE, the taxable gross in the submission file and the W2 RITA Submission City Summary report, will be 0.00. Therefore, the City Wages (taxable gross) on the W2 RITA Submission File City Summary report is usually smaller than the W2 Report summary for the city.
For these cities, you will have to total the tax withheld and taxable gross for just the employees in the submission file. In the RS records of the submission file, taxable gross (city wages) will be in positions 309-319 and tax withheld will be in positions 320-330, with an implied decimal before the last 2 digits.
Creating the Submission File for ITC to Submit
Field Definitions:
The Save and Recall option allows the users to create and save certain reports for different report runs for each report option. The Default option is the original SSDT report and the Most Recent is the last report that was ran by the user. If the report is no longer needed, click on to delete the report. The Default reports cannot be deleted.
Federal ID Number - Defaulted to district's Federal ID Number
Additional Federal ID Number -
State ID Number - Defaulted to district's State ID Number
Kind of Employer -**Required field** Available choices from the drop-down box:
- F, Federal Government
- S, State and Local Governmental Employer (non 501c)
- T, Tax Exempt Employer
- Y, State and Local Tax Exempt Employer (501c)
- N, None apply
Sort Options - **Required field**Available choices from the drop-down box:
- Employee SSN
- Employee Name
- Building/Department and Employee Name
- Building/Department, Pay Group and Employee Name
- Pay Group
- Zip Code and Employee SSN
- Zip Code and Employee Name
- Check Distribution and Employee Name
Report for Year - **Required field**Select reporting year from available choices from the drop-down box -
Employer Name - The Employer Name must be entered.
Employer Address first line - This must be entered and be the Delivery Address-Example 1495 Rains Park
Employer Address second line - This must be entered and be the Location Address e.g., the multi-tenant designation and number within a multi-tenant building. So an example may be P.O. Box 234 or Apt. 5
Employer Address first line and Employer Address second line fields must be populated. If there is not a separate Location Address then the Delivery Address would need to be populated in both Employer Address first line and Employer Address second line fields–Example- 1495 Rains Park
Employer City - The Employer City must be entered.
Employer State - The Employer State must be entered.
Employer Zip Code - The Employer Zip Code must be entered.
***Fields below are REQUIRED***
Contact Name - **Required field**The contact name information will be used on the W2 Submission file and should be the contact person at the district (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. The contact name can only contain A-Z, a-z, 0-9, space, period, hyphen and apostrophe.
Contact Phone Number - **Required field**Enter the employer’s contact telephone number with numeric values only (including area code). This would be the contact telephone number of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 1112223333
Contact Phone Extension - Enter the employer’s contact telephone extension with numeric values only. This would be the contact telephone extension of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 4444
Contact Fax Number - If applicable, enter the employer’s contact fax number with numeric values only (including area code). This would be the contact fax number of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 5556667777
Contact Email Address - **Required field**Enter the employer’s contact E-Mail/Internet address. This would be the contact e-mail address of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. This field may be upper and lower case.
If you are providing an Employer Contact E-Mail address, then the rules for entering a valid E-Mail address are as follows:
- Must contain only one @ symbol
- Must not contain consecutive periods to the left or right of the @ symbol
- Must not contain empty spaces to the left or right of the @ symbol
- Must not contain a period in the first or last position
- Must not contain a period immediately to the left or right of the @ symbol
- Must not contain an @ symbol in the first or last position
- Must contain a top-level domain approved by Internet Assigned Numbers Authority (IANA)
- Must not contain characters other than alphanumeric, hyphens or periods to the right of the @ symbol
- Must not contain hyphens immediately to the right of the @ symbol, or before or after a period
- Must contain either alphanumeric characters, or the following keyboard characters, to the left of the @ symbol: (~!#$%^&*_+{}|?’-= / `)
After selecting your choices, you are ready to:
(Creates submission file as a .txt)
Please securely email your W2, CCA and RITA submission files to your ITC.
Creates W2TAPE.txt
Creates W2CCA.txt
If a CCA city is listed in Appendix A or Appendix C on the CCA website, then a W2 CCA tape file will be created.
If a city is listed in Appendix B on the CCA website, then the Report to CCA flag in Payroll Item Configuration needs to be set to false. The CCA code and the city name in the Description field both need to be defined.
Appendix B data will only be included in the W2 CCA file if an Appendix A or Appendix C city was also paid into.
For More information on CCA setup, please click here.
Creates W2RITA.txt
For W2 RITA submission, the RS record, if position 308 has an R for Resident, then pos 309-319 should always contain zeroes.
This is only for RITA and for RS record with position 308 containing an R.
For more information on RITA setup, please click here.
Create W2 Forms
Generates a non-mailable W2 Form of the employee's W2's to be used for the Employer copy.
When creating W2's for Cities, select a 'City Tax Entity Code' in the box provided. . This will return all employee's that paid into this city for the year.
W2 Forms are NOT in Medicare/Non-Medicare order (just the sort order selected in the input screen).
**NOTE**If more than 4, Box 12 items are found, a separate form will be created for the remainder
It will give 1 sheet (4-Up copy) for each employee.
When the user clicks on , the job will start and will get the following message:
The Job will then show in the right-hand corner of the grid on the W2 Report Options. It will show the Time the job was Created, Completion Time and Job Status.
The Job Status will show Started, Completed or Failed:
W2 Form Output Files
Click here to go to W2 Form Output Files documentation.
Once the job from W2 Report/Forms shows as completed, the user can see the forms under W2 Form Output Files tab from Reports/W2 Reports:
The W2 Form Output Files is where the W2 Forms and W2 Forms (city).zip files will be stored. User will only see 2 output files per option per user. Older form output files will be deleted when there are more than 2.
The user can download, archive or delete the files.
The File Name is what is entered in the Forms Title page. For City files, the File Name will be W2 Forms plus what was selected in the 'Select By City Tax Entity Code'. Ex: W2 Forms XXXXXXX.zip
Example of a W2 Form.pdf
Create W2 XML
**NOTE**If more than 4, Box 12 items are found, a separate form will be created for the remainder.
The W2 Form Data.xml file created, will NOT in Medicare/Non-Medicare order (just the sort order selected in the input screen).
Example of a W2 Form Data XML
W2 City Options
Creating a W2 City Submission File for District to Submit
The System/Configuration/W2 Configuration need to be set up accordingly.
- The Submitter EIN is the Federal ID used when registering with Social Security Administration-Business Services Online (SSA-BSO)
- The Submitter User Id is the unique Id assigned when registering with the Social Security Administration-Business Services Online (SSA-BSO)
Example 1--If there is Location Address ex- PO Box that would go in the Company and Submitter Location Address boxes and the physical address would go in the Company and Submitter Delivery Address boxes. ex. 1495 Rains Park
Example 2--If there is NOT a Location Address (e.g., the multi-tenant designation and number within a multi-tenant building. ) Then in System/Configuration/W2 Configuration the Company and Submitter Location Address and Company and Submitter Delivery Address would need to match ex- 1495 Rains Park
Option to NOT allow districts to submit Own W2 Files
Option to Allow districts to submit own W2 Files
W2 City Option Screen Setup for District Submitting file
Field Definitions:
The Save and Recall option allows the users to create and save certain reports for different report runs for each report option. The Default option is the original SSDT report and the Most Recent is the last report that was ran by the user. If the report is no longer needed, click on to delete the report. The Default reports cannot be deleted.
Federal ID Number - The Federal ID Number is automatically populated using the Federal EIN from CORE/Organization
Additional Federal ID Number -
State ID Number - The State ID Number is automatically populated using the State Ein from CORE/Organization
Kind of Employer -**Required field** Available choices from the drop-down box:
- F, Federal Government
- S, State and Local Governmental Employer (non 501c)
- T, Tax Exempt Employer
- Y, State and Local Tax-Exempt Employer (501c)
- N, None apply.
Sort Options - **Required field**Available choices from the drop-down box:
- Employee SSN
- Employee Name
- Building/Department and Employee Name
- Building/Department, Pay Group and Employee Name
- Pay Group
- Zip Code and Employee SSN
- Zip Code and Employee Name
- Check Distribution and Employee Name
Report for Year -**Required field** Select reporting year from available choices from the drop-down box -
Employer Name - This field can be left blank as this data will pull from the Company Name field on the System/Configuration/W2 Configuration record
Employer Address first line - This field can be left blank as this data will pull from the Company Location Address field on the System/Configuration/W2 Configuration record
Employer Address second line - This field can be left blank as this data will pull from the Company Delivery Address field on the System/Configuration/W2 Configuration record
Employer City - This field can be left blank as this data will pull from the Company City field on the System/Configuration/W2 Configuration record
Employer State - This field can be left blank as this data will pull from the Company State field on the System/Configuration/W2 Configuration record
Employer Zip Code - This field can be left blank as this data will pull from the Company Zip Code field on the System/Configuration/W2 Configuration record
Tax Entity Code - Select the Tax Entity Code from the drop-down box. **Required field** NOTE* The city is identified by the tax entity code from the City Item configuration under Core/Payroll Item Configuration.
Check to include all amounts for all Cities (If a district created a W2 City Override for a specific city, using the 'Apply override value only to cities that are not the selected tax entity code', select it from the drop-down box. these 2 options coincide together when creating the submission file. Instructions on how to create an override file, click here)
- Note - Most Cities want all the other cities for that employee to be reported.
Check to include the City Name For the Processing City? This option will include other cities the employee pays into, if they have the checked, as well include the city name for the processing city.
- When this box is checked, the system will check the Payroll Item Configuration Abbreviation box, if this is blank, then checks the W2 Abbreviation box, and if this is blank, looks at the Payee City address.
Is this file being resubmitted?
- No (Default)
- Yes
Type of Software
- In-House Program (Default)
- Off-the-Shelf Software
Preparer Code
- L - Self-Prepared (Default)
- A - Accounting Firm
- S - Service Bureau
- P - Parent Company
- O - Other
Optional Custom City Submission Override - If a district created a W2 City Override for a specific city, select from the drop-down box. Instructions on how to create an override file, click here.
Once all options are selected, click on
Example of W2 City Submission file for District to submit - W2CITY_XXXXX.txt
To get the totals and amounts to balance to the W2 Report Summary totals, you will have to total the tax withheld and taxable gross for the employees in the submission file. In the RS records of the submission file, taxable gross (city wages) will be in positions 309-319 and tax withheld will be in positions 320-330, with an implied decimal before the last 2 digits.
Example W2 City Submission File Summary - XXXXXXX
Creating a Submission file for ITC to submit W2 City File
This can be used to create a submission file for a particular city. The city is identified by the tax entity code.
Field Definitions:
The Save and Recall option allows the users to create and save certain reports for different report runs for each report option. The Default option is the original SSDT report and the Most Recent is the last report that was ran by the user. If the report is no longer needed, click on to delete the report. The Default reports cannot be deleted.
Federal ID Number - The Federal ID Number is automatically populated using the Federal EIN from CORE/Organization
Additional Federal ID Number -
State ID Number - The State ID Number is automatically populated using the State Ein from CORE/Organization
Kind of Employer -**Required field** Available choices from the drop-down box:
- F, Federal Government
- S, State and Local Governmental Employer (non 501c)
- T, Tax Exempt Employer
- Y, State and Local Tax Exempt Employer (501c)
- N, None apply
Sort Options - **Required field**Available choices from the drop-down box:
- Employee SSN
- Employee Name
- Building/Department and Employee Name
- Building/Department, Pay Group and Employee Name
- Pay Group
- Zip Code and Employee SSN
- Zip Code and Employee Name
- Check Distribution and Employee Name
Report for Year -**Required field** Select reporting year from available choices from the drop-down box -
Employer Name - The Employer Name must be entered.
Employer Address first line - This must be entered and be the Delivery Address-Example 1495 Rains Park
Employer Address second line - This must be entered and be the Location Address e.g., the multi-tenant designation and number within a multi-tenant building. So, an example may be P.O. Box 234 or Apt. 5
Employer Address first line and Employer Address second line fields must be populated. If there is not a separate Location Address then the Delivery Address would need to be populated in both Employer Address first line and Employer Address second line fields–Example- 1495 Rains Park
Employer City - The Employer City must be entered.
Employer State - The Employer State must be entered.
Employer Zip Code - The Employer Zip Code must be entered.
Tax Entity Code - Select the Tax Entity Code **Required field** NOTE* The city is identified by the Tax Entity Code. This code needs to be entered on the city item configuration under Core/Payroll Item Configuration:
Check to include all amounts for all Cities
- Note - Most Cities want all the other cities for that employee to be reported
Check to include the City Name For The Processing City? This option will include other cities the employee pays into as well as include the city name for the processing city.
- When this box is checked, the system will check the Payroll Item Configuration Abbreviation box, if this is blank, then checks the W2 Abbreviation box, and if this is blank, looks at the Payee City address.
Once all options are selected, click on
Please securely email your City submission files to your ITC.
Example of a W2City_XXXXXXXXX.TXT submission file
W2 State Options
The Payee address has to have an address with a State of 'XX'. The Payroll Item Configuration has to be a Type of 'State Tax' and the State ID must be correct for each state. In order for an employee to be included on the State file, the employees address (CORE/EMPLOYEE) must have the State of 'XX'.
Create a Payee for each State that your district has employee's for:
- IN = Indiana
- KY = Kentucky
- MI = Michigan
- OH = Ohio
- PA = Pennsylvania
- WV = West Virginia
Payroll Item Configuration Setup for each State Tax. Example below:
Payroll Item Setup for Employee. Example below:
Creating the State Submission File for Districts to Submit
The System/Configuration/W2 Configuration need to be set up accordingly.
- The Submitter EIN is the Federal ID used when registering with Social Security Administration-Business Services Online (SSA-BSO)
- The Submitter User Id is the unique Id assigned when registering with the Social Security Administration-Business Services Online (SSA-BSO)
Example 1--If there is Location Address ex- PO Box that would go in the Company and Submitter Location Address boxes and the physical address would go in the Company and Submitter Delivery Address boxes. ex. 1495 Rains Park
Example 2--If there is NOT a Location Address (e.g., the multi-tenant designation and number within a multi-tenant building.) Then in System/Configuration/W2 Configuration the Company and Submitter Location Address and Company and Submitter Delivery Address would need to match ex- 1495 Rains Park
Ohio
Criteria to be included.
The conditions for employees to get included onto the Ohio submission file, is any of the following:
- Paid Ohio state Tax
- Paid OSDI tax
- Paid City tax to a city inside Ohio (this can include Other State employee's that paid into these Ohio City taxes)
Field Definitions:
The Save and Recall option allows the users to create and save certain reports for different report runs for each report option. The Default option is the original SSDT report and the Most Recent is the last report that was ran by the user. If the report is no longer needed, click on to delete the report. The Default reports cannot be deleted.
Federal ID Number - The Federal ID Number is automatically populated using the Federal EIN from CORE/Organization
Additional Federal ID Number -
State ID Number - The State ID Number is automatically populated using the State Ein from CORE/Organization
Kind of Employer -**Required field** Available choices from the drop-down box:
- F, Federal Government
- S, State and Local Governmental Employer (non 501c)
- T, Tax Exempt Employer
- Y, State and Local Tax Exempt Employer (501c)
- N, None apply
Report for Year -**Required field** Select reporting year from available choices from the drop-down box -
Employer Name - This field can be left blank as this data will pull from the Company Name field on the System/Configuration/W2 Configuration record
Employer Address first line - This field can be left blank as this data will pull from the Company Location Address field on the System/Configuration/W2 Configuration record
Employer Address second line - This field can be left blank as this data will pull from the Company Delivery Address field on the System/Configuration/W2 Configuration record
Employer City - This field can be left blank as this data will pull from the Company City field on the System/Configuration/W2 Configuration record
Employer State -This field can be left blank as this data will pull from the Company State field on the System/Configuration/W2 Configuration record
Employer Zip Code - This field can be left blank as this data will pull from the Company Zip Code field on the System/Configuration/W2 Configuration record
Contact Name - **Required field**The contact's name information will be used on the W2 Submission file and should be the contact person at the district (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. The contact's name can only contain A-Z, a-z, 0-9, space, period, hyphen and apostrophe.
Contact Phone Number - **Required field**Enter the employer’s contact telephone number with numeric values only (including area code). This would be the contact telephone number of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 1112223333
Contact Phone Extension - Enter the employer’s contact telephone extension with numeric values only. This would be the contact telephone extension of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 4444
Contact Fax Number - If applicable, enter the employer’s contact fax number with numeric values only (including area code). This would be the contact fax number of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 5556667777
Contact Email Address -**Required field** Enter the employer’s contact E-Mail/Internet address. This would be the contact e-mail address of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. This field may be upper and lower case.
If you are providing an Employer Contact E-Mail address, then the rules for entering a valid E-Mail address are as follows:
- Must contain only one @ symbol
- Must not contain consecutive periods to the left or right of the @ symbol
- Must not contain empty spaces to the left or right of the @ symbol
- Must not contain a period in the first or last position
- Must not contain a period immediately to the left or right of the @ symbol
- Must not contain an @ symbol in the first or last position
- Must contain a top-level domain approved by Internet Assigned Numbers Authority (IANA)
- Must not contain characters other than alphanumeric, hyphens or periods to the right of the @ symbol
- Must not contain hyphens immediately to the right of the @ symbol, or before or after a period
- Must contain either alphanumeric characters, or the following keyboard characters, to the left of the @ symbol: (~!#$%^&*_+{}|?’-= / `)
Is this file being resubmitted?
- No (Default)
- Yes
Type of Software
- In-House Program (Default)
- Off-the-Shelf Software
Preparer Code
- L - Self-Prepared (Default)
- A - Accounting Firm
- S - Service Bureau
- P - Parent Company
- O - Other
Submitter EIN -**Required field** The Submitter EIN is automatically populated from SYSTEM/Configuration/W2 Configuration
Submitter User ID -**Required field** The Submitter User ID is automatically populated from SYSTEM/Configuration/W2 Configuration
When all data is entered, click on to create the Ohio W2 Submission File
To create a Summary Report of the Ohio W2 Submission file, click on
Example of Ohio W2 Submission File - W2MAST_OH.txt
Example of Ohio W2 Submission File Summary Report
The Wages Other Comp value is the taxable gross for the federal tax item. This value can include federal applicable gross adjustments, life insurance, taxable benefits, fringe benefits, and vehicle lease adjustments. It also includes board pickup amount adjustments for Medicare or social security. From payroll history, it would include the federal applicable gross, Medicare or social security taxable employer pickup, and dependent care amounts over $10,500.
The Wages will show on the W2 Ohio Submission file RT lines, in positions 10-24 and Federal Income Tax Withheld in positions 25-39.
Indiana - W2MAST_IN.txt
Field Definitions:
The Save and Recall option allows the users to create and save certain reports for different report runs for each report option. The Default option is the original SSDT report and the Most Recent is the last report that was ran by the user. If the report is no longer needed, click on to delete the report. The Default reports cannot be deleted.
Federal ID Number - The Federal ID Number is automatically populated using the Federal EIN from CORE/Organization
Additional Federal ID Number -
State ID Number - The State ID Number is atomically populated using the CORE/Payroll Item Configuration, State ID field
Kind of Employer -**Required field**- Available choices from the drop-down box:
- F, Federal Government
- S, State and Local Governmental Employer (non 501c)
- T, Tax Exempt Employer
- Y, State and Local Tax-Exempt Employer (501c)
- N, None apply.
Report for Year -**Required field**- Select reporting year from available choices from the drop-down box -
Employer Name - This field can be left blank as this data will pull from the Company Name field on the System/Configuration/W2 Configuration record
Employer Address first line - This field can be left blank as this data will pull from the Company Location Address field on the System/Configuration/W2 Configuration record
Employer Address second line - This field can be left blank as this data will pull from the Company Delivery Address field on the System/Configuration/W2 Configuration record
Employer City - This field can be left blank as this data will pull from the Company City field on the System/Configuration/W2 Configuration record
Employer State -This field can be left blank as this data will pull from the Company State field on the System/Configuration/W2 Configuration record
Employer Zip Code - This field can be left blank as this data will pull from the Company Zip Code field on the System/Configuration/W2 Configuration record
Contact Name -**Required field** - The contact name information will be used on the W2 Submission file and should be the contact person at the district (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. The contact name can only contain A-Z, a-z, 0-9, space, period, hyphen and apostrophe.
Contact Phone Number - **Required field**- Enter the employer’s contact telephone number with numeric values only (including area code). This would be the contact telephone number of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 1112223333
Contact Phone Extension - Enter the employer’s contact telephone extension with numeric values only. This would be the contact telephone extension of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 4444
Contact Fax Number - If applicable, enter the employer’s contact fax number with numeric values only (including area code). This would be the contact fax number of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 5556667777
Contact Email Address - **Required field**- Enter the employer’s contact E-Mail/Internet address. This would be the contact e-mail address of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. This field may be upper and lower case.
If you are providing an Employer Contact E-Mail address, then the rules for entering a valid E-Mail address are as follows:
- Must contain only one @ symbol
- Must not contain consecutive periods to the left or right of the @ symbol
- Must not contain empty spaces to the left or right of the @ symbol
- Must not contain a period in the first or last position
- Must not contain a period immediately to the left or right of the @ symbol
- Must not contain an @ symbol in the first or last position
- Must contain a top-level domain approved by Internet Assigned Numbers Authority (IANA)
- Must not contain characters other than alphanumeric, hyphens or periods to the right of the @ symbol
- Must not contain hyphens immediately to the right of the @ symbol, or before or after a period
- Must contain either alphanumeric characters, or the following keyboard characters, to the left of the @ symbol: (~!#$%^&*_+{}|?’-= / `)
Is this file being resubmitted?
- No (Default)
- Yes
Type of Software
- In-House Program (Default)
- Off-the-Shelf Software
Preparer Code
- L - Self-Prepared (Default)
- A - Accounting Firm
- S - Service Bureau
- P - Parent Company
- O - Other
Submitter EIN -**Required field**- The Submitter EIN is automatically populated from SYSTEM/Configuration/W2 Configuration
Submitter User ID -**Required field**- The Submitter User ID is automatically populated from SYSTEM/Configuration/W2 Configuration
Tax Payer ID (10 digits) - Enter the 10-digit Indiana Taxpayer ID **Required field**
TID Location (3 digits) - Enter the 3-digit TID Location for Indiana **Required field**
When all data is entered, click on to create the Indiana W2 Submission File
To create a Summary Report of the Indiana W2 Submission file, click on
Indiana County Tax - Setup for Indiana State Electronic filing
**NOTE** Indiana requirements include: A Payroll Item Configuration City Tax record for the county tax record and a Payee address with IN as the state. A County Code needs to be entered in Code 1. The Payroll Item record for your employees for Indiana County tax will need to have a Deduction Type of “R” for Residence and the Indiana code in the Indiana W2 Instructions, Appendix A. The Indiana Code will need to be put in the Payroll Item Code 1 field.
The codes are currently 01 – 92. If using 1 – 9, it must be entered as 01, 02, 03, 04, 05, 06, 07, 08, 09.
The website for the County Codes is below, Page 36:
https://www.in.gov/dor/files/w-2book.pdf
Kentucky - W2MAST_KY.txt
Field Definitions:
The Save and Recall option allows the users to create and save certain reports for different report runs for each report option. The Default option is the original SSDT report and the Most Recent is the last report that was ran by the user. If the report is no longer needed, click on to delete the report. The Default reports cannot be deleted.
Federal ID Number - The Federal ID Number is automatically populated using the Federal EIN from CORE/Organization
Additional Federal ID Number -
State ID Number - The State ID Number is atomically populated using the CORE/Payroll Item Configuration, State ID field
Kind of Employer -**Required field** Available choices from the drop-down box:
- F, Federal Government
- S, State and Local Governmental Employer (non 501c)
- T, Tax Exempt Employer
- Y, State and Local Tax Exempt Employer (501c)
- N, None apply
Report for Year -**Required field** Select reporting year from available choices from the drop-down box -
Employer Name - This field can be left blank as this data will pull from the Company Name field on the System/Configuration/W2 Configuration record
Employer Address first line - This field can be left blank as this data will pull from the Company Location Address field on the System/Configuration/W2 Configuration record
Employer Address second line - This field can be left blank as this data will pull from the Company Delivery Address field on the System/Configuration/W2 Configuration record
Employer City - This field can be left blank as this data will pull from the Company City field on the System/Configuration/W2 Configuration record
Employer State -This field can be left blank as this data will pull from the Company State field on the System/Configuration/W2 Configuration record
Employer Zip Code - This field can be left blank as this data will pull from the Company Zip Code field on the System/Configuration/W2 Configuration record
Contact Name -**Required field** The contact name information will be used on the W2 Submission file and should be the contact person at the district (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. The contact name can only contain A-Z, a-z, 0-9, space, period, hyphen and apostrophe.
Contact Phone Number -**Required field** Enter the employer’s contact telephone number with numeric values only (including area code). This would be the contact telephone number of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 1112223333
Contact Phone Extension - Enter the employer’s contact telephone extension with numeric values only. This would be the contact telephone extension of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 4444
Contact Fax Number - If applicable, enter the employer’s contact fax number with numeric values only (including area code). This would be the contact fax number of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 5556667777
Contact Email Address -**Required field** Enter the employer’s contact E-Mail/Internet address. This would be the contact e-mail address of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. This field may be upper and lower case.
If you are providing an Employer Contact E-Mail address, then the rules for entering a valid E-Mail address are as follows:
- Must contain only one @ symbol
- Must not contain consecutive periods to the left or right of the @ symbol
- Must not contain empty spaces to the left or right of the @ symbol
- Must not contain a period in the first or last position
- Must not contain a period immediately to the left or right of the @ symbol
- Must not contain an @ symbol in the first or last position
- Must contain a top-level domain approved by Internet Assigned Numbers Authority (IANA)
- Must not contain characters other than alphanumeric, hyphens or periods to the right of the @ symbol
- Must not contain hyphens immediately to the right of the @ symbol, or before or after a period
- Must contain either alphanumeric characters, or the following keyboard characters, to the left of the @ symbol: (~!#$%^&*_+{}|?’-= / `)
Is this file being resubmitted?
- No (Default)
- Yes
Type of Software
- In-House Program (Default)
- Off-the-Shelf Software
Preparer Code
- L - Self-Prepared (Default)
- A - Accounting Firm
- S - Service Bureau
- P - Parent Company
- O - Other
Submitter EIN -**Required field** The Submitter EIN is automatically populated from SYSTEM/Configuration/W2 Configuration
Submitter User ID - **Required field**The Submitter User ID is automatically populated from SYSTEM/Configuration/W2 Configuration
When all data is entered, click on to create the Kentucky W2 Submission File
To create a Summary Report of the Kentucky W2 Submission file, click on
Michigan - W2MAST_MI.txt
Field Definitions:
The Save and Recall option allows the users to create and save certain reports for different report runs for each report option. The Default option is the original SSDT report and the Most Recent is the last report that was ran by the user. If the report is no longer needed, click on to delete the report. The Default reports cannot be deleted.
Federal ID Number - The Federal ID Number is automatically populated using the Federal EIN from CORE/Organization
Additional Federal ID Number -
State ID Number - The State ID Number is atomically populated using the CORE/Payroll Item Configuration, State ID field
Kind of Employer -**Required field** Available choices from the drop-down box:
- F, Federal Government
- S, State and Local Governmental Employer (non 501c)
- T, Tax Exempt Employer
- Y, State and Local Tax Exempt Employer (501c)
- N, None apply
Report for Year -**Required field** Select reporting year from available choices from the drop-down box -
Employer Name - This field can be left blank as this data will pull from the Company Name field on the System/Configuration/W2 Configuration record
Employer Address first line - This field can be left blank as this data will pull from the Company Location Address field on the System/Configuration/W2 Configuration record
Employer Address second line - This field can be left blank as this data will pull from the Company Delivery Address field on the System/Configuration/W2 Configuration record
Employer City - This field can be left blank as this data will pull from the Company City field on the System/Configuration/W2 Configuration record
Employer State -This field can be left blank as this data will pull from the Company State field on the System/Configuration/W2 Configuration record
Employer Zip Code - This field can be left blank as this data will pull from the Company Zip Code field on the System/Configuration/W2 Configuration record
Contact Name -**Required field** The contact name information will be used on the W2 Submission file and should be the contact person at the district (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. The contact name can only contain A-Z, a-z, 0-9, space, period, hyphen and apostrophe.
Contact Phone Number -**Required field** Enter the employer’s contact telephone number with numeric values only (including area code). This would be the contact telephone number of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 1112223333
Contact Phone Extension - Enter the employer’s contact telephone extension with numeric values only. This would be the contact telephone extension of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 4444
Contact Fax Number - If applicable, enter the employer’s contact fax number with numeric values only (including area code). This would be the contact fax number of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 5556667777
Contact Email Address -**Required field** Enter the employer’s contact E-Mail/Internet address. This would be the contact e-mail address of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. This field may be upper and lower case.
If you are providing an Employer Contact E-Mail address, then the rules for entering a valid E-Mail address are as follows:
- Must contain only one @ symbol
- Must not contain consecutive periods to the left or right of the @ symbol
- Must not contain empty spaces to the left or right of the @ symbol
- Must not contain a period in the first or last position
- Must not contain a period immediately to the left or right of the @ symbol
- Must not contain an @ symbol in the first or last position
- Must contain a top-level domain approved by Internet Assigned Numbers Authority (IANA)
- Must not contain characters other than alphanumeric, hyphens or periods to the right of the @ symbol
- Must not contain hyphens immediately to the right of the @ symbol, or before or after a period
- Must contain either alphanumeric characters, or the following keyboard characters, to the left of the @ symbol: (~!#$%^&*_+{}|?’-= / `)
Is this file being resubmitted?
- No (Default)
- Yes
Type of Software
- In-House Program (Default)
- Off-the-Shelf Software
Preparer Code
- L - Self-Prepared (Default)
- A - Accounting Firm
- S - Service Bureau
- P - Parent Company
- O - Other
Submitter EIN - **Required field**The Submitter EIN is automatically populated from SYSTEM/Configuration/W2 Configuration
Submitter User ID -**Required field** The Submitter User ID is automatically populated from SYSTEM/Configuration/W2 Configuration
When all data is entered, click on to create the Michigan W2 Submission File
To create a Summary Report of the Michigan W2 Submission file, click on
Pennsylvania - W2MAST_PA.txt
When generating the Pennsylvania CSV Transmittal File during the first year of converting to USPSR, quarter amounts will need to be manually added to the generated file. A template file will be generated with placeholders to enter these values. Counts for 1099's will also have to be manually entered in the file.
Field Definitions:
The Save and Recall option allows the users to create and save certain reports for different report runs for each report option. The Default option is the original SSDT report and the Most Recent is the last report that was ran by the user. If the report is no longer needed, click on to delete the report. The Default reports cannot be deleted.
Federal ID Number - Defaulted to district's Federal ID Number
Additional Federal ID Number -
State ID Number - The State ID Number is automatically populated using the CORE/Payroll Item Configuration State ID field
Kind of Employer -**Required field** Available choices from the drop-down box:
- F, Federal Government
- S, State and Local Governmental Employer (non 501c)
- T, Tax Exempt Employer
- Y, State and Local Tax Exempt Employer (501c)
- N, None apply
Report for Year -**Required field** Select reporting year from available choices from the drop-down box -
Employer Name - This field can be left blank as this data will pull from the Company Name field on the System/Configuration/W2 Configuration record
Employer Address first line - This field can be left blank as this data will pull from the Company Location Address field on the System/Configuration/W2 Configuration record
Employer Address second line - This field can be left blank as this data will pull from the Company Delivery Address field on the System/Configuration/W2 Configuration record
Employer City - This field can be left blank as this data will pull from the Company City field on the System/Configuration/W2 Configuration record
Employer State -This field can be left blank as this data will pull from the Company State field on the System/Configuration/W2 Configuration record
Employer Zip Code - This field can be left blank as this data will pull from the Company Zip Code field on the System/Configuration/W2 Configuration record
Contact Name - **Required field**The contact name information will be used on the W2 Submission file and should be the contact person at the district (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. The contact name can only contain A-Z, a-z, 0-9, space, period, hyphen and apostrophe.
Contact Phone Number -**Required field** Enter the employer’s contact telephone number with numeric values only (including area code). This would be the contact telephone number of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 1112223333
Contact Phone Extension - Enter the employer’s contact telephone extension with numeric values only. This would be the contact telephone extension of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 4444
Contact Fax Number - If applicable, enter the employer’s contact fax number with numeric values only (including area code). This would be the contact fax number of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 5556667777
Contact Email Address -**Required field** Enter the employer’s contact E-Mail/Internet address. This would be the contact e-mail address of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. This field may be upper and lower case.
If you are providing an Employer Contact E-Mail address, then the rules for entering a valid E-Mail address are as follows:
- Must contain only one @ symbol
- Must not contain consecutive periods to the left or right of the @ symbol
- Must not contain empty spaces to the left or right of the @ symbol
- Must not contain a period in the first or last position
- Must not contain a period immediately to the left or right of the @ symbol
- Must not contain an @ symbol in the first or last position
- Must contain a top-level domain approved by Internet Assigned Numbers Authority (IANA)
- Must not contain characters other than alphanumeric, hyphens or periods to the right of the @ symbol
- Must not contain hyphens immediately to the right of the @ symbol, or before or after a period
- Must contain either alphanumeric characters, or the following keyboard characters, to the left of the @ symbol: (~!#$%^&*_+{}|?’-= / `)
Is this file being resubmitted?
- No (Default)
- Yes
Type of Software
- In-House Program (Default)
- Off-the-Shelf Software
Preparer Code
- L - Self-Prepared (Default)
- A - Accounting Firm
- S - Service Bureau
- P - Parent Company
- O - Other
Submitter EIN -**Required field** The Submitter EIN is automatically populated from SYSTEM/Configuration/W2 Configuration
Submitter User ID -**Required field** The Submitter User ID is automatically populated from SYSTEM/Configuration/W2 Configuration
When all data is entered, click on to create the Pennsylvania W2 Submission File
To create a Summary Report of the Pennsylvania W2 Submission file, click on
To create a Pennsylvania CSV Transmittal File, click on
W2MAST_PA.TXT for district to submit
W2PA.txt for ITC to submit
The .CSV file can be updated with the quarter amounts and 1099 counts and submitted through the e-Tides online feature by the district.
**Note** When generating the Pennsylvania CSV Transmittal File during the first year of converting to USPSR, quarter amounts will need to be manually added to the generated file. A template file will be generated with placeholders to enter these values. Counts for 1099's will also have to be manually entered in the file.
PA specs for filing
For the EFW2 specs, click here.
For the W-2 Reporting Instructions and Specifications Handbook for Comma Delimited (CSV) File Format, click here. For REV-1667 Transmittal for PA click here.
West Virginia - W2MAST_WV.txt
Field Definitions:
The Save and Recall option allows the users to create and save certain reports for different report runs for each report option. The Default option is the original SSDT report and the Most Recent is the last report that was ran by the user. If the report is no longer needed, click on to delete the report. The Default reports cannot be deleted.
Federal ID Number - Defaulted to district's Federal ID Number
Additional Federal ID Number -
State ID Number - The State ID Number is atomically populated using the CORE/Payroll Item Configuration State ID field
Kind of Employer - **Required field**Available choices from the drop-down box:
- F, Federal Government
- S, State and Local Governmental Employer (non 501c)
- T, Tax Exempt Employer
- Y, State and Local Tax Exempt Employer (501c)
- N, None apply
Report for Year - **Required field**Select reporting year from available choices from the drop-down box -
Employer Name - This field can be left blank as this data will pull from the Company Name field on the System/Configuration/W2 Configuration record
Employer Address first line - This field can be left blank as this data will pull from the Company Location Address field on the System/Configuration/W2 Configuration record
Employer Address second line - This field can be left blank as this data will pull from the Company Delivery Address field on the System/Configuration/W2 Configuration record
Employer City - This field can be left blank as this data will pull from the Company City field on the System/Configuration/W2 Configuration record
Employer State -This field can be left blank as this data will pull from the Company State field on the System/Configuration/W2 Configuration record
Employer Zip Code - This field can be left blank as this data will pull from the Company Zip Code field on the System/Configuration/W2 Configuration record
Contact Name -**Required field** The contact name information will be used on the W2 Submission file and should be the contact person at the district (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. The contact name can only contain A-Z, a-z, 0-9, space, period, hyphen and apostrophe.
Contact Phone Number -**Required field** Enter the employer’s contact telephone number with numeric values only (including area code). This would be the contact telephone number of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 1112223333
Contact Phone Extension - Enter the employer’s contact telephone extension with numeric values only. This would be the contact telephone extension of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 4444
Contact Fax Number - If applicable, enter the employer’s contact fax number with numeric values only (including area code). This would be the contact fax number of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 5556667777
Contact Email Address - **Required field**Enter the employer’s contact E-Mail/Internet address. This would be the contact e-mail address of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. This field may be upper and lower case.
If you are providing an Employer Contact E-Mail address, then the rules for entering a valid E-Mail address are as follows:
- Must contain only one @ symbol
- Must not contain consecutive periods to the left or right of the @ symbol
- Must not contain empty spaces to the left or right of the @ symbol
- Must not contain a period in the first or last position
- Must not contain a period immediately to the left or right of the @ symbol
- Must not contain an @ symbol in the first or last position
- Must contain a top-level domain approved by Internet Assigned Numbers Authority (IANA)
- Must not contain characters other than alphanumeric, hyphens or periods to the right of the @ symbol
- Must not contain hyphens immediately to the right of the @ symbol, or before or after a period
- Must contain either alphanumeric characters, or the following keyboard characters, to the left of the @ symbol: (~!#$%^&*_+{}|?’-= / `)
Is this file being resubmitted?
- No (Default)
- Yes
Type of Software
- In-House Program (Default)
- Off-the-Shelf Software
Preparer Code
- L - Self-Prepared (Default)
- A - Accounting Firm
- S - Service Bureau
- P - Parent Company
- O - Other
Submitter EIN - **Required field**The Submitter EIN is automatically populated from SYSTEM/Configuration/W2 Configuration
Submitter User ID - **Required field**The Submitter User ID is automatically populated from SYSTEM/Configuration/W2 Configuration
Quarters Tax Due - **Required field**
If there are any West Virginia employees, W2 State will ask toward the end for each quarters tax due. It will ask for 1st, 2nd, 3rd, 4th quarter tax due amounts. It also asks for the Total Tax Due.
These amounts must be entered as whole numbers (cents cannot be entered). These amounts can be found on the Quarter report
When all data is entered, click on to create the West Virginia W2 Submission File
To create a Summary Report of the West Virginia W2 Submission file, click on
Creating the Submission File for ITC to Submit
Ohio
Criteria to be included
The conditions for employee's to get included onto the Ohio submission file, is any of the following:
- Paid Ohio state Tax
- Paid OSDI tax
- Paid City tax to a city inside Ohio (this can include Other State employee's that paid into these Ohio City taxes)
Field Definitions:
The Save and Recall option allows the users to create and save certain reports for different report runs for each report option. The Default option is the original SSDT report and the Most Recent is the last report that was ran by the user. If the report is no longer needed, click on to delete the report. The Default reports cannot be deleted.
Federal ID Number - The Federal ID Number is automatically populated using the Federal EIN from CORE/Organization
Additional Federal ID Number -
State ID Number - The State ID Number is automatically populated using the State Ein from CORE/Organization
Kind of Employer -**Required field** Available choices from the drop-down box:
- F, Federal Government
- S, State and Local Governmental Employer (non 501c)
- T, Tax Exempt Employer
- Y, State and Local Tax Exempt Employer (501c)
- N, None apply
Report for Year -**Required field** Select reporting year from available choices from the drop-down box -
Employer Name - The Employer Name must be entered.
Employer Address first line - This must be entered and be the Delivery Address-Example 1495 Rains Park
Employer Address second line - This must be entered and be the Location Address e.g., the multi-tenant designation and number within a multi-tenant building. So an example may be P.O. Box 234 or Apt. 5
Employer Address first line and Employer Address second line fields must be populated. If there is not a separate Location Address then the Delivery Address would need to be populated in both Employer Address first line and Employer Address second line fields–Example- 1495 Rains Park
Employer City - The Employer City must be entered.
Employer State - The Employer State must be entered.
Employer Zip Code - The Employer Zip Code must be entered.
Contact Name - **Required field**The contact name information will be used on the W2 Submission file and should be the contact person at the district (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. The contact name can only contain A-Z, a-z, 0-9, space, period, hyphen and apostrophe.
Contact Phone Number - **Required field**Enter the employer’s contact telephone number with numeric values only (including area code). This would be the contact telephone number of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 1112223333
Contact Phone Extension - Enter the employer’s contact telephone extension with numeric values only. This would be the contact telephone extension of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 4444
Contact Fax Number - If applicable, enter the employer’s contact fax number with numeric values only (including area code). This would be the contact fax number of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 5556667777
Contact Email Address -**Required field** Enter the employer’s contact E-Mail/Internet address. This would be the contact e-mail address of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. This field may be upper and lower case.
If you are providing an Employer Contact E-Mail address, then the rules for entering a valid E-Mail address are as follows:
- Must contain only one @ symbol
- Must not contain consecutive periods to the left or right of the @ symbol
- Must not contain empty spaces to the left or right of the @ symbol
- Must not contain a period in the first or last position
- Must not contain a period immediately to the left or right of the @ symbol
- Must not contain an @ symbol in the first or last position
- Must contain a top-level domain approved by Internet Assigned Numbers Authority (IANA)
- Must not contain characters other than alphanumeric, hyphens or periods to the right of the @ symbol
- Must not contain hyphens immediately to the right of the @ symbol, or before or after a period
- Must contain either alphanumeric characters, or the following keyboard characters, to the left of the @ symbol: (~!#$%^&*_+{}|?’-= / `)
Once all data is entered, click on to create the Ohio W2 Submission File
Please securely email your Ohio W2 Submission File to your ITC
Indiana
Field Definitions:
The Save and Recall option allows the users to create and save certain reports for different report runs for each report option. The Default option is the original SSDT report and the Most Recent is the last report that was ran by the user. If the report is no longer needed, click on to delete the report. The Default reports cannot be deleted.
Federal ID Number - The Federal ID Number is automatically populated using the Federal EIN from CORE/Organization
Additional Federal ID Number -
State ID Number - The State ID Number is atomically populated using the CORE/Payroll Item Configuration, State ID field
Kind of Employer -**Required field**- Available choices from the drop-down box:
- F, Federal Government
- S, State and Local Governmental Employer (non 501c)
- T, Tax Exempt Employer
- Y, State and Local Tax Exempt Employer (501c)
- N, None apply
Report for Year -**Required field**- Select reporting year from available choices from the drop-down box -
Employer Name - The Employer Name must be entered.
Employer Address first line - This must be entered and be the Delivery Address-Example 1495 Rains Park
Employer Address second line - This must be entered and be the Location Address e.g., the multi-tenant designation and number within a multi-tenant building. So, an example may be P.O. Box 234 or Apt. 5
Employer Address first line and Employer Address second line fields must be populated. If there is not a separate Location Address, then the Delivery Address would need to be populated in both Employer Address first line and Employer Address second line fields–Example- 1495 Rains Park
Employer City - The Employer City must be entered.
Employer State - The Employer State must be entered.
Employer Zip Code - The Employer Zip Code must be entered.
Contact Name -**Required field** - The contact name information will be used on the W2 Submission file and should be the contact person at the district (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. The contact name can only contain A-Z, a-z, 0-9, space, period, hyphen and apostrophe.
Contact Phone Number - **Required field**- Enter the employer’s contact telephone number with numeric values only (including area code). This would be the contact telephone number of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 1112223333
Contact Phone Extension - Enter the employer’s contact telephone extension with numeric values only. This would be the contact telephone extension of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 4444
Contact Fax Number - If applicable, enter the employer’s contact fax number with numeric values only (including area code). This would be the contact fax number of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 5556667777
Contact Email Address - **Required field**- Enter the employer’s contact E-Mail/Internet address. This would be the contact e-mail address of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. This field may be upper and lower case.
If you are providing an Employer Contact E-Mail address, then the rules for entering a valid E-Mail address are as follows:
- Must contain only one @ symbol
- Must not contain consecutive periods to the left or right of the @ symbol
- Must not contain empty spaces to the left or right of the @ symbol
- Must not contain a period in the first or last position
- Must not contain a period immediately to the left or right of the @ symbol
- Must not contain an @ symbol in the first or last position
- Must contain a top-level domain approved by Internet Assigned Numbers Authority (IANA)
- Must not contain characters other than alphanumeric, hyphens or periods to the right of the @ symbol
- Must not contain hyphens immediately to the right of the @ symbol, or before or after a period
- Must contain either alphanumeric characters, or the following keyboard characters, to the left of the @ symbol: (~!#$%^&*_+{}|?’-= / `)
Tax Payer ID (10 digits) - Enter the 10 digit Indiana Tax Payer ID **Required field**
TID Location (3 digits) - Enter the 3 digit TID Location for Indiana **Required field**
Once all data is entered, click on to create the Indiana W2 Submission File
Please securely email your Indiana W2 Submission File to your ITC
Indiana County Tax - Setup for Indiana State Electronic filing
**NOTE** Indiana requirements include: A Payroll Item Configuration City Tax record for the county tax record and a Payee address with IN as the state. A County Code needs to be entered in Code 1. The Payroll Item record for your employees for Indiana County tax will need to have a Deduction Type of “R” for Residence and the Indiana code in the Indiana W2 Instructions, Appendix A. The Indiana Code will need to be put in the Payroll Item Code 1 field.
The codes are currently 01 – 92. If using 1 – 9, it must be entered as 01, 02, 03, 04, 05, 06, 07, 08, 09.
The website for the County Codes is below, Page 36:
https://www.in.gov/dor/files/w-2book.pdf
Kentucky
Field Definitions:
The Save and Recall option allows the users to create and save certain reports for different report runs for each report option. The Default option is the original SSDT report and the Most Recent is the last report that was ran by the user. If the report is no longer needed, click on to delete the report. The Default reports cannot be deleted.
Federal ID Number - The Federal ID Number is automatically populated using the Federal EIN from CORE/Organization
Additional Federal ID Number -
State ID Number - The State ID Number is atomically populated using the CORE/Payroll Item Configuration, State ID field
Kind of Employer -**Required field**- Available choices from the drop-down box:
- F, Federal Government
- S, State and Local Governmental Employer (non 501c)
- T, Tax Exempt Employer
- Y, State and Local Tax Exempt Employer (501c)
- N, None apply
Report for Year -**Required field**- Select reporting year from available choices from the drop-down box -
Employer Name - The Employer Name must be entered.
Employer Address first line - This must be entered and be the Delivery Address-Example 1495 Rains Park
Employer Address second line - This must be entered and be the Location Address e.g., the multi-tenant designation and number within a multi-tenant building. So an example may be P.O. Box 234 or Apt. 5
Employer Address first line and Employer Address second line fields must be populated. If there is not a separate Location Address, then the Delivery Address would need to be populated in both Employer Address first line and Employer Address second line fields–Example- 1495 Rains Park
Employer City - The Employer City must be entered.
Employer State - The Employer State must be entered.
Employer Zip Code - The Employer Zip Code must be entered.
Contact Name -**Required field** - The contact name information will be used on the W2 Submission file and should be the contact person at the district (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. The contact name can only contain A-Z, a-z, 0-9, space, period, hyphen and apostrophe.
Contact Phone Number - **Required field**- Enter the employer’s contact telephone number with numeric values only (including area code). This would be the contact telephone number of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 1112223333
Contact Phone Extension - Enter the employer’s contact telephone extension with numeric values only. This would be the contact telephone extension of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 4444
Contact Fax Number - If applicable, enter the employer’s contact fax number with numeric values only (including area code). This would be the contact fax number of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 5556667777
Contact Email Address - **Required field**- Enter the employer’s contact E-Mail/Internet address. This would be the contact e-mail address of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. This field may be upper and lower case.
If you are providing an Employer Contact E-Mail address, then the rules for entering a valid E-Mail address are as follows:
- Must contain only one @ symbol
- Must not contain consecutive periods to the left or right of the @ symbol
- Must not contain empty spaces to the left or right of the @ symbol
- Must not contain a period in the first or last position
- Must not contain a period immediately to the left or right of the @ symbol
- Must not contain an @ symbol in the first or last position
- Must contain a top-level domain approved by Internet Assigned Numbers Authority (IANA)
- Must not contain characters other than alphanumeric, hyphens or periods to the right of the @ symbol
- Must not contain hyphens immediately to the right of the @ symbol, or before or after a period
- Must contain either alphanumeric characters, or the following keyboard characters, to the left of the @ symbol: (~!#$%^&*_+{}|?’-= / `)
Once all data is entered, click on to create the Kentucky W2 Submission File
Please securely email your Kentucky W2 Submission File to your ITC
Michigan
Field Definitions:
The Save and Recall option allows the users to create and save certain reports for different report runs for each report option. The Default option is the original SSDT report and the Most Recent is the last report that was ran by the user. If the report is no longer needed, click on to delete the report. The Default reports cannot be deleted.
Federal ID Number - The Federal ID Number is automatically populated using the Federal EIN from CORE/Organization
Additional Federal ID Number -
State ID Number - The State ID Number is atomically populated using the CORE/Payroll Item Configuration, State ID field
Kind of Employer -**Required field**- Available choices from the drop-down box:
- F, Federal Government
- S, State and Local Governmental Employer (non 501c)
- T, Tax Exempt Employer
- Y, State and Local Tax Exempt Employer (501c)
- N, None apply
Report for Year -**Required field**- Select reporting year from available choices from the drop-down box -
Employer Name - The Employer Name must be entered.
Employer Address first line - This must be entered and be the Delivery Address-Example 1495 Rains Park
Employer Address second line - This must be entered and be the Location Address e.g., the multi-tenant designation and number within a multi-tenant building. So, an example may be P.O. Box 234 or Apt. 5
Employer Address first line and Employer Address second line fields must be populated. If there is not a separate Location Address, then the Delivery Address would need to be populated in both Employer Address first line and Employer Address second line fields–Example- 1495 Rains Park
Employer City - The Employer City must be entered.
Employer State - The Employer State must be entered.
Employer Zip Code - The Employer Zip Code must be entered.
Contact Name -**Required field** - The contact name information will be used on the W2 Submission file and should be the contact person at the district (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. The contact name can only contain A-Z, a-z, 0-9, space, period, hyphen and apostrophe.
Contact Phone Number - **Required field**- Enter the employer’s contact telephone number with numeric values only (including area code). This would be the contact telephone number of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 1112223333
Contact Phone Extension - Enter the employer’s contact telephone extension with numeric values only. This would be the contact telephone extension of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 4444
Contact Fax Number - If applicable, enter the employer’s contact fax number with numeric values only (including area code). This would be the contact fax number of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 5556667777
Contact Email Address - **Required field**- Enter the employer’s contact E-Mail/Internet address. This would be the contact e-mail address of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. This field may be upper and lower case.
If you are providing an Employer Contact E-Mail address, then the rules for entering a valid E-Mail address are as follows:
- Must contain only one @ symbol
- Must not contain consecutive periods to the left or right of the @ symbol
- Must not contain empty spaces to the left or right of the @ symbol
- Must not contain a period in the first or last position
- Must not contain a period immediately to the left or right of the @ symbol
- Must not contain an @ symbol in the first or last position
- Must contain a top-level domain approved by Internet Assigned Numbers Authority (IANA)
- Must not contain characters other than alphanumeric, hyphens or periods to the right of the @ symbol
- Must not contain hyphens immediately to the right of the @ symbol, or before or after a period
- Must contain either alphanumeric characters, or the following keyboard characters, to the left of the @ symbol: (~!#$%^&*_+{}|?’-= / `)
Once all data is entered, click on to create the Michigan W2 Submission File
Please securely email your Michigan W2 Submission File to your ITC
Pennsylvania
Field Definitions:
The Save and Recall option allows the users to create and save certain reports for different report runs for each report option. The Default option is the original SSDT report and the Most Recent is the last report that was ran by the user. If the report is no longer needed, click on to delete the report. The Default reports cannot be deleted.
Federal ID Number - The Federal ID Number is automatically populated using the Federal EIN from CORE/Organization
Additional Federal ID Number -
State ID Number - The State ID Number is atomically populated using the CORE/Payroll Item Configuration, State ID field
Kind of Employer -**Required field**- Available choices from the drop-down box:
- F, Federal Government
- S, State and Local Governmental Employer (non 501c)
- T, Tax Exempt Employer
- Y, State and Local Tax-Exempt Employer (501c)
- N, None apply
Report for Year -**Required field**- Select reporting year from available choices from the drop-down box -
Employer Name - The Employer Name must be entered.
Employer Address first line - This must be entered and be the Delivery Address-Example 1495 Rains Park
Employer Address second line - This must be entered and be the Location Address e.g., the multi-tenant designation and number within a multi-tenant building. So an example may be P.O. Box 234 or Apt. 5
Employer Address first line and Employer Address second line fields must be populated. If there is not a separate Location Address, then the Delivery Address would need to be populated in both Employer Address first line and Employer Address second line fields–Example- 1495 Rains Park
Employer City - The Employer City must be entered.
Employer State - The Employer State must be entered.
Employer Zip Code - The Employer Zip Code must be entered.
Contact Name -**Required field** - The contact name information will be used on the W2 Submission file and should be the contact person at the district (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. The contact name can only contain A-Z, a-z, 0-9, space, period, hyphen and apostrophe.
Contact Phone Number - **Required field**- Enter the employer’s contact telephone number with numeric values only (including area code). This would be the contact telephone number of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 1112223333
Contact Phone Extension - Enter the employer’s contact telephone extension with numeric values only. This would be the contact telephone extension of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 4444
Contact Fax Number - If applicable, enter the employer’s contact fax number with numeric values only (including area code). This would be the contact fax number of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 5556667777
Contact Email Address - **Required field**- Enter the employer’s contact E-Mail/Internet address. This would be the contact e-mail address of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. This field may be upper and lower case.
If you are providing an Employer Contact E-Mail address, then the rules for entering a valid E-Mail address are as follows:
- Must contain only one @ symbol
- Must not contain consecutive periods to the left or right of the @ symbol
- Must not contain empty spaces to the left or right of the @ symbol
- Must not contain a period in the first or last position
- Must not contain a period immediately to the left or right of the @ symbol
- Must not contain an @ symbol in the first or last position
- Must contain a top-level domain approved by Internet Assigned Numbers Authority (IANA)
- Must not contain characters other than alphanumeric, hyphens or periods to the right of the @ symbol
- Must not contain hyphens immediately to the right of the @ symbol, or before or after a period
- Must contain either alphanumeric characters, or the following keyboard characters, to the left of the @ symbol: (~!#$%^&*_+{}|?’-= / `)
When all data is entered, click on to create the Pennsylvania W2 Submission File
To create a Pennsylvania CSV Transmittal File, click on
Please securely email your Pennsylvania W2 Submission File to your ITC
PA specs for filing
For the EFW2 specs, click here.
For the W-2 Reporting Instructions and Specifications Handbook for Comma Delimited (CSV) File Format, click here. For REV-1667 Transmittal for PA click here.
West Virginia
Field Definitions:
The Save and Recall option allows the users to create and save certain reports for different report runs for each report option. The Default option is the original SSDT report and the Most Recent is the last report that was ran by the user. If the report is no longer needed, click on to delete the report. The Default reports cannot be deleted.
Federal ID Number - Defaulted to district's Federal ID Number
Additional Federal ID Number -
State ID Number - The State ID Number is atomically populated using the CORE/Payroll Item Configuration State ID field
Kind of Employer - **Required field**Available choices from the drop-down box:
- F, Federal Government
- S, State and Local Governmental Employer (non 501c)
- T, Tax Exempt Employer
- Y, State and Local Tax-Exempt Employer (501c)
- N, None apply
Report for Year - **Required field**Select reporting year from available choices from the drop-down box -
Employer Name - The Employer Name must be entered.
Employer Address first line - This must be entered and be the Delivery Address-Example 1495 Rains Park
Employer Address second line - This must be entered and be the Location Address e.g., the multi-tenant designation and number within a multi-tenant building. So an example may be P.O. Box 234 or Apt. 5
Employer Address first line and Employer Address second line fields must be populated. If there is not a separate Location Address, then the Delivery Address would need to be populated in both Employer Address first line and Employer Address second line fields–Example- 1495 Rains Park
Employer City - The Employer City must be entered.
Employer State - The Employer State must be entered.
Employer Zip Code - The Employer Zip Code must be entered.
Contact Name -**Required field** The contact name information will be used on the W2 Submission file and should be the contact person at the district (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. The contact name can only contain A-Z, a-z, 0-9, space, period, hyphen and apostrophe.
Contact Phone Number -**Required field** Enter the employer’s contact telephone number with numeric values only (including area code). This would be the contact telephone number of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 1112223333
Contact Phone Extension - Enter the employer’s contact telephone extension with numeric values only. This would be the contact telephone extension of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 4444
Contact Fax Number - If applicable, enter the employer’s contact fax number with numeric values only (including area code). This would be the contact fax number of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 5556667777
Contact Email Address - **Required field**Enter the employer’s contact E-Mail/Internet address. This would be the contact e-mail address of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. This field may be upper and lower case.
If you are providing an Employer Contact E-Mail address, then the rules for entering a valid E-Mail address are as follows:
- Must contain only one @ symbol
- Must not contain consecutive periods to the left or right of the @ symbol
- Must not contain empty spaces to the left or right of the @ symbol
- Must not contain a period in the first or last position
- Must not contain a period immediately to the left or right of the @ symbol
- Must not contain an @ symbol in the first or last position
- Must contain a top-level domain approved by Internet Assigned Numbers Authority (IANA)
- Must not contain characters other than alphanumeric, hyphens or periods to the right of the @ symbol
- Must not contain hyphens immediately to the right of the @ symbol, or before or after a period
- Must contain either alphanumeric characters, or the following keyboard characters, to the left of the @ symbol: (~!#$%^&*_+{}|?’-= / `)
Quarters Tax Due - **Required field**
If there are any West Virginia employees, W2 State will ask toward the end for each quarters tax due. It will ask for 1st, 2nd, 3rd, 4th quarter tax due amounts. It also asks for the Total Tax Due.
These amounts must be entered as whole numbers (cents cannot be entered). These amounts can be found on the Quarter report
When all data is entered, click on to create the West Virginia W2 Submission File
Please securely email your West Virginia W2 Submission File to your ITC
W2 Report Errors and Warning
The following list describes errors that may occur when the W2 Report is generated. The messages are classified into three categories: Informational, Warning, and Error. Each message is listed by category, then alphabetically, and many are followed with a possible solution. Messages with the category of Error will cause the submission file to not be created. Messages with the categories of Warning and Info may cause an inquiry from the SSA/IRS. All messages should be researched thoroughly before adjustments are made. Some situations may require that you contact your ITC for assistance.
Error Contact email address must be entered on W2 configuration.
Error Contact name must be entered on W2 configuration.
Error Contact phone number must be entered on W2 configuration.
Error Invalid SSN, verify SSN before printing W2's.
Error Employee last name should not be null or empty.
Error Employee first name should not be null or empty.
Error Employee must have either a STANDARD or FOREIGN address.
Error Employee must have a city.
- Check employee's City on their Employee record
Error Employee must have a country code.
- If the Foreign Address field in Employee screen is checked, a Country code must be entered
- If the Foreign Address field in Employee screen is checked, a Country code must be entered
Error Employee must have a postal code.
- If the Foreign Address field in Employee screen is checked, a Postal Code must be entered.
- If the Foreign Address field in Employee screen is checked, a Postal Code must be entered.
Error Gross for this payroll item (code: XXX) exceeds the maximum for this reporting year.
- For each gross amount reported to the IRS/SSA, there is a maximum value that can be reported. The current maximum that the submission file will accept is 9999999.99.
If this message is encountered, verify the gross amount for the employee.
- For each gross amount reported to the IRS/SSA, there is a maximum value that can be reported. The current maximum that the submission file will accept is 9999999.99.
Error Medicare amount does not equal 1.45% of Medicare Gross (If Medicare withheld is (+-) $0.30 off).
Error FICA/OASDI amount does not equal 6.2% of FICA/OASDI Gross.
- These two messages are related. W2 Processing calculates the amount of Medicare and FICA tax by multiplying the taxable gross by the correct withholding percentage. If the calculated tax amount differs from the tax amount found on the 692/693 records by more than $.30, the messages are issued. These errors will most likely cause the IRS/SSA to reject the submission file therefore it is necessary to research and resolve the problem.
Error Submitter EIN must be entered on W2 configuration.
Error Submitter delivery address must be entered on W2 configuration.
Error Submitter location address must be entered on W2 configuration.
Error Submitter city must be entered on W2 configuration.
Error Submitter state must be entered on W2 configuration.
Error Submitter zip code must be entered on W2 configuration.
Error This employee has Medicare tax without any Medicare wages.
- This message cannot be ignored under any circumstances. Upon receipt of the submission file from the ITC, the IRS/SSA calculates the expected tax amount and compares it to the amount reported on the file. If these figures are off by more than a few cents, the file is rejected.
Run the Audit Trail report to determine if manual changes on the Medicare deduction records may be the cause.
- This message cannot be ignored under any circumstances. Upon receipt of the submission file from the ITC, the IRS/SSA calculates the expected tax amount and compares it to the amount reported on the file. If these figures are off by more than a few cents, the file is rejected.
Error This employee's Medicare wages are less then their social security wages.
- The Medicare gross wages amount is incorrect or the FICA (Social Security) gross wages amount is incorrect. Please update the gross amount using CORE/ADJUSTMENTS/TOTAL GROSS that has the incorrect amount. This error should be corrected before creating a submission file. The Social Security Administration will contact the district if this error is not fixed.
- The Medicare gross wages amount is incorrect or the FICA (Social Security) gross wages amount is incorrect. Please update the gross amount using CORE/ADJUSTMENTS/TOTAL GROSS that has the incorrect amount. This error should be corrected before creating a submission file. The Social Security Administration will contact the district if this error is not fixed.
Error This employee has FICA wages without any Medicare wages.
- To properly withhold FICA tax, the employee must have two payroll item records (692 and 693), one flagged as type Medicare and one flagged with type Social Security Tax. This message will occur if W2 Processing encounters a record set up with type Social Security Tax but no record set up with type Medicare for the same employee. Contact the ITC for assistance if this message is encountered.
- To properly withhold FICA tax, the employee must have two payroll item records (692 and 693), one flagged as type Medicare and one flagged with type Social Security Tax. This message will occur if W2 Processing encounters a record set up with type Social Security Tax but no record set up with type Medicare for the same employee. Contact the ITC for assistance if this message is encountered.
Error This employee has FICA/OASDI tax without any FICA/OASDI wages.
- This message cannot be ignored under any circumstances. Upon receipt of the submission file from the ITC, the IRS/SSA calculates the expected tax amount and compares it to the amount reported on the submission file. If these figures are off by more than a few cents, the file is rejected. Run the Audit Trail report to determine if manual changes on the Medicare/FICA payroll item records may be the cause.
- This message cannot be ignored under any circumstances. Upon receipt of the submission file from the ITC, the IRS/SSA calculates the expected tax amount and compares it to the amount reported on the submission file. If these figures are off by more than a few cents, the file is rejected. Run the Audit Trail report to determine if manual changes on the Medicare/FICA payroll item records may be the cause.
Warning Federal Total annuities, $xxxx.xx, does not equal total gross less taxable gross.
- The W2 Processing program verifies that the annuity (generally in the 500-599 payroll items code range) payroll item amount equals the calculated annuity amount. The calculated amount is determined by taking the total gross and subtracting the taxable gross. The result is the amount of the annuity that was in effect while the tax was being withheld. If this calculated value differs from the totals on the annuity records, the warning appears. This warning is often associated with a change that has been made to the taxable gross but no corresponding change was made to the total gross or vice versa. Manual adjustments in CORE/ADJUSTMENTS option to the annuity amounts may also cause this warning. Run the Audit Trail report to attempt to isolate these situations. If an annuity was in effect for only part of the year, this warning may appear and can be ignored.
- Create a Core>Adjustments for the Federal, State, City (if they honored the annuity originally,) OSDI (if applicable), and Medicare Payroll Items using the Type of Total Gross.
- The W2 Processing program verifies that the annuity (generally in the 500-599 payroll items code range) payroll item amount equals the calculated annuity amount. The calculated amount is determined by taking the total gross and subtracting the taxable gross. The result is the amount of the annuity that was in effect while the tax was being withheld. If this calculated value differs from the totals on the annuity records, the warning appears. This warning is often associated with a change that has been made to the taxable gross but no corresponding change was made to the total gross or vice versa. Manual adjustments in CORE/ADJUSTMENTS option to the annuity amounts may also cause this warning. Run the Audit Trail report to attempt to isolate these situations. If an annuity was in effect for only part of the year, this warning may appear and can be ignored.
Warning Payroll Item XXX: Negative annuity on file for this employee. Assuming zero.
- A total negative annuity indicates a check was voided from a prior calendar year in the current calendar year. Run the REPORTS/PAYMENT TRANSACTION STATUS REPORT option to attempt to isolate the problem. If this is the case, you will need to zero the negative amount of the annuity and file a W2-C form for the previous calendar year.
- Create a Core>Adjustments for the annuity Payroll Item and enter the Amount Withheld value (as a positive) to offset the negative amount being reported and make the amount 0.00.
- If no adjustments are made the system will assume zero and the Warning will continue to appear on the W2 Report.
- A total negative annuity indicates a check was voided from a prior calendar year in the current calendar year. Run the REPORTS/PAYMENT TRANSACTION STATUS REPORT option to attempt to isolate the problem. If this is the case, you will need to zero the negative amount of the annuity and file a W2-C form for the previous calendar year.
Warning Employee last name contains a comma.
- Check employee's last name for a comma and remove.
Warning Federal Total Annuities , $xxxx.xx, does not equal total gross less taxable gross.
- The W2 Processing program verifies that the annuity (generally in the 500-599 payroll items code range) payroll item amount equals the calculated annuity amount. The calculated amount is determined by taking the total gross and subtracting the taxable gross. The result is the amount of the annuity that was in effect while the tax was being withheld. If this calculated value differs from the totals on the annuity records, the warning appears. This warning is often associated with a change that has been made to the taxable gross but no corresponding change was made to the total gross or vice versa. Manual adjustments in CORE/ADJUSTMENTS option to the annuity amounts may also cause this warning. Run the Audit Trail report to attempt to isolate these situations. If an annuity was in effect for only part of the year, this warning may appear and can be ignored.
- Create a Core>Adjustment, enter an adjustment to the Total Gross to Federal, State, City (if they honored the annuity initially) OSDI and Medicare.
- The W2 Processing program verifies that the annuity (generally in the 500-599 payroll items code range) payroll item amount equals the calculated annuity amount. The calculated amount is determined by taking the total gross and subtracting the taxable gross. The result is the amount of the annuity that was in effect while the tax was being withheld. If this calculated value differs from the totals on the annuity records, the warning appears. This warning is often associated with a change that has been made to the taxable gross but no corresponding change was made to the total gross or vice versa. Manual adjustments in CORE/ADJUSTMENTS option to the annuity amounts may also cause this warning. Run the Audit Trail report to attempt to isolate these situations. If an annuity was in effect for only part of the year, this warning may appear and can be ignored.
Warning Payroll Item XXX: Negative amount payroll item can not be reported on W2, reporting zero.
- This message indicates a check was voided from a prior calendar year in the current calendar year. Run the Reports>Payment Transaction Status Report to attempt to isolate the problem. If this is the case, you will need to file a W2-C form for the previous calendar year.
- This message indicates a check was voided from a prior calendar year in the current calendar year. Run the Reports>Payment Transaction Status Report to attempt to isolate the problem. If this is the case, you will need to file a W2-C form for the previous calendar year.
Warning Possible Medicare discrepancy detected for amount over 200,000. Amount calculated = $xxxxxx.xx.
- This warning will appear if Medicare wages are over $200,000.00 and the Medicare amount on the Payroll Item is not within 30 cents of the calculated value. This warning will allow the submission file to be written.
- This warning will appear if Medicare wages are over $200,000.00 and the Medicare amount on the Payroll Item is not within 30 cents of the calculated value. This warning will allow the submission file to be written.
Warning Payroll Item XXX: No state ID on payroll item configuration.
- This warning will appear if No state ID is entered on the State Tax Payroll Item configuration.
Warning Federal gross is zero.
- The employee has no gross amount on the Federal tax record (001). If an employee was included in a payroll during the year (even if it was dock-only) or if the employee has any adjustment journals for withholding, applicable gross or total gross during the calendar year.
- The employee has no gross amount on the Federal tax record (001). If an employee was included in a payroll during the year (even if it was dock-only) or if the employee has any adjustment journals for withholding, applicable gross or total gross during the calendar year.
Warning Payroll Item XXX: Calculated annuity amount exceeds the total annuities.
- The calculated annuity value is larger than the amounts showing on the annuity (generally in the 500 through 599 Payroll Item code range) records. The calculated amount is determined by subtracting the taxable gross from the total gross. Manual changes may have been made to the payroll items. It is possible the total or taxable gross was changed incorrectly due to an error adjustment, thus causing the calculated annuity amount to be too high.
Warning Payroll Item Employer Health Coverage: Negative amount payroll item cannot be reported on W2, reporting zero.
Warning Employee has ITIN. SSN will be all zeroes.
- Employee that has an SSN starting with a 9 is considered an ITIN number. W2 Report will show zero's for this employee. The W2 Form, XML and Submission file will show zero's.
Warning Regular Payroll Item (5XX) associated with Annuity Payroll Item Configuration.
- Will give this warning when there is a mismatch between the Payroll Item type and Payroll Item Configuration type.
Warning Federal tax item cannot show COVID19-Emergency amount in Box 14 of W2.
- This warning appears specifically when there is a value in all 3 COVID fields, and there is a vehicle lease. This has been this way since the introduction of the COVID fields. If any of the COVID field values are 0.00, they can be cleared out and the warning would go away, or they can ignore it since box 14 is purely informational. The warning is telling them "You have vehicle lease info, as well as values in all 3 COVID fields, but we only show 3 items in box 14, so we can only give you vehicle lease, COVID self, and COVID other".
Warning Payroll Item XXX: Tax withheld is 0.00 and total gross is greater than 0.00.
- This warning usually indicates the Payroll Item was not stopped properly - meaning only the Rate field value was removed instead of placing a Stop Date on the record. Removing the percentage will assure nothing is withheld; however, the Total Gross will continue to accumulate. Create a Core>Adjustments for the City Payroll Item using the Type of Total Gross and for the Amount (as a negative to offset the positive amount) currently showing on the City Payroll Item>YTD Total Gross to zero this field.
Warning Payroll Item XXX: Tax withheld is 0.00 and taxable gross is greater than 0.00.
- This warning usually indicates the Payroll Item was not stopped properly - meaning only the Rate field value was removed instead of placing a Stop Date on the record. Removing the percentage will assure nothing is withheld; however, the Applicable Gross will continue to accumulate. Create a Core>Adjustments for the City Payroll Item using the Type of Applicable Gross and for the Amount (as a negative to offset the positive amount) currently showing on the City Payroll Item>YTD Applicable Gross to zero this field.
Warning Payroll Item XXX: Taxable gross is 0.00 and total gross is greater than 0.00.
- This warning usually indicates the Payroll Item was not stopped properly. Verify which figure, the Applicable Gross or Total Gross, is accurate. Create a Core>Adjustments for the City Payroll Item using the appropriate Type of Total Gross or Applicable Gross and for the Amount (as a negative to offset the positive amount) currently showing on the City Payroll Item>YTD Total Gross or Applicable Gross to zero this field.
Info Employer paid life insurance > 99,999.99 limit - field truncated.
- The employer paid life insurance field is six characters long. If W2 encounters anything larger, the message is issued. Verify that the amount was entered properly on the Adjustment Journal record for the employee under Life Insurance.
Info Payroll Item XXX: Taxable gross is larger than total gross.
- It is possible that a change was made to the taxable gross but no corresponding change was made to the total gross or vice versa. Run the Audit trail report program to help identify the problem.
- It is possible that a change was made to the taxable gross but no corresponding change was made to the total gross or vice versa. Run the Audit trail report program to help identify the problem.
Info Payroll Item XXX: Possible error in OSDI gross or tax.
- OSDI taxable wages with no OSDI tax or OSDI tax with no taxable wages have been detected. Manual changes may have been made to the payroll items using the Core>Adjustments option. Run the Audit Trail report and verify. If the employee has not earned enough wages to have any tax withheld, this message can be ignored.
- OSDI taxable wages with no OSDI tax or OSDI tax with no taxable wages have been detected. Manual changes may have been made to the payroll items using the Core>Adjustments option. Run the Audit Trail report and verify. If the employee has not earned enough wages to have any tax withheld, this message can be ignored.
Info Pension Plan flag on Federal tax payroll item is overriding W2 calculations.
- Verify the Federal Tax Payroll Item>Pension Plan option selected and whether there is an active retirement record. The Pension Plan option selected and the employee having an active retirement record is used together to determine how/if the pension plan box on the employee W2 should be checked. There are three values for the flag:
- Automatically check the pension plan box per W2 Processing calculations.
- Yes, check the pension plan box.
- No, never check the pension plan box.
- Verify the Federal Tax Payroll Item>Pension Plan option selected and whether there is an active retirement record. The Pension Plan option selected and the employee having an active retirement record is used together to determine how/if the pension plan box on the employee W2 should be checked. There are three values for the flag:
W2 Report Summary Breakdown
Dependent Care Report: This report is the total of all Payroll Item Configuration>Type equaling Dependent Care and the Annuity Type equaling Section125NonWages.
Desg. Roth 403B Report: This report is a total of all Payroll Item Configuration>Type equaling Regular and the Designated Roth equaling ContributionsTo403B.
Emplr Hlth Coverage Report: This report is a total of all Payroll Item Configurations with the Employer Health Coverage checkbox marked. The report will include totals for both employee and employer amounts as well as any applicable Adjustments.
403(B) Report: This report is the total of Payroll Item Configuration>Type equaling Annuity and Annuity Type equaling 403B.
Desg. Roth 457B Report: This report is a total of all Payroll Item Configuration>Type equaling Regular and the Designated Roth equaling ContributionsTo457B.
HSA Totals Report: This is a report of all Payroll Item Configuration>Type equaling Health Savings Account. The report will include totals for both employee and employer amounts as well as any applicable Adjustments.
457 Report: This is a report of all Payroll Item Configuration>Type equaling Annuity and Annuity Type equaling Type457.
Section 125 and HSA Report: This is a report of all Payroll Item Configuration>Type equaling Annuity and Annuity Type equaling Section125NonWages plus any Payroll Item Configuration>Type equaling Health Savings Account year to date totals. This report should be run in the current calendar year posting period.
Note: This report will include all Section 125 Payroll Item totals - including Dependent Care. In order to balance this report to the W2 Report add the Section 125 total to Dependent Care total.
Third Party Sick Pay Report: To generate a report of all third party sick payments, go to Core>Adjustments.
- In the Adjustment Type filter field, enter Third.
- In the Transaction Date filter field, enter the appropriate date range (for example, 1/1/23..12/31/23).
- Click Report and generate a report in the desired format.
Medicare Pickup Employees
Medicare Pickup Amount is added to the employees Total Gross for 001, 002 and 003 (if city taxes Medicare Pickup) and OSDI.
OSDI with Medicare Pickup employees
Medicare pickup will be added to Fed, State, City (if applicable) and OSDI. The Employee will pay for the Taxes on the Medicare Pickup amount at the time they do their taxes.
OSDI is not set up the same as the City Payroll Item Configuration, where 'Employer Paid Amounts To Be Taxed' can be included.
Federal, State and OSDI inflate the taxable amount and honor all annuities.
Medicare Pickup Amount is added to the employees Total Gross for 001, 002 and 003 (if city taxes Medicare Pickup) and OSDI.
When balancing between Quarter report and W2, on Quarter report, you have to add the Medicare pickup amount to the taxable gross
If the district is questioning if this OSDI taxes employee Medicare pickup, they will have to contact their tax advisor for confirmation.
Criteria for an Employee to be Included on the W2 Report, W2 Submission File, W2 Form File
- If the Federal YTD Gross is not equal to 0 or
- If the Federal YTD Amount Withheld is not equal to 0 or
- If the OSDI Taxable Gross is not equal to 0 or
- If the Employee Medicare/FICA Taxable Gross amount is not equal to 0
- Archived employees with YTD Amounts, will be reported and a W2 generated
USPS-R W2 Submission Overview Video